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Building New Data Sets

Creating New Data Sets "Reporting Data Sets" is where you go to select the information you want to include in reporting or to export out of the system. To access the reporting data set tools, from within GLM, click on the Reporting Data Sets tab from the Reports & Data Sets page.  All sites will have five default reporting data sets listed in th...

Last updated: May 7th, 2018 by Hanna Smith

Search while Building Data Sets

When building or editing a data set you can use the search option in the top right of the page to locate specific fields.  To use the search box, just start typing the label of the question for which you are searching. As you type, the tab titles (Contact, Request, Application, etc.) will be updated with the number of times the text you have entered...

Last updated: May 7th, 2018 by Reina Gallion

Combine/Rename Fields in Data Sets

To manually combine selected fields in a data set: Select the questions you want to report on as described above. Check the box next to them in the "Selected Fields" list on the right side of the screen. Click the box to Combine/Rename Fields When you combine the fields, you need to give the new "combined" field a new name. If you are combining resp...

Last updated: May 7th, 2018 by Reina Gallion

One Row Per...

If you’ve ever wondered why all six payment amounts on a request end up scrunched into one cell of your report, then this is the post for you. Multiple forms (LOI, Application, Follow Ups), multiple installments, payments, evaluations, and charity checks can all exist inside one request. The One Row Per... option takes these possibilities into consi...

Last updated: May 7th, 2018 by Reina Gallion

Running a Report

You can run a new report as soon as you have saved the data set by clicking the Run New Report button in the upper right hand corner of your screen. Another way to create a new report is by clicking on the Run Report button associated with a data set you have already created under the "Reporting Data Sets" tab. Once you run a new report your data se...

Last updated: September 23rd, 2019 by Hanna Smith

Exporting Data from Reports

Once you have run a report, you can export it to an Excel, CSV, or PDF document. Click the export icon and choose your desired file type for the data. The data will then download to your computer.  Tip: Even when you plan on working with the data in Excel, it is often easier to export to CSV, which will normally open in Excel....

Last updated: September 23rd, 2019 by Reina Gallion

Report Columns and Paging

You can adjust column widths and column order, hide columns, and change the number of rows that appear in the report. Click the left side of a column to drag and drop the column elsewhere in the report.  Click the right side of a column and drag it in either direction to make the column larger or smaller.   You can also hide columns you don't need (...

Last updated: September 23rd, 2019 by Reina Gallion

Sorting & Grouping Data in Reports

Sorting You can sort the contents of a column by clicking on the column and choosing the applicable sort option (A-Z or Z-A).  You can also click the gear icon, then click Sort.  Choose the column you'd like to sort, and the direction (ascending or descending). Then click Add. Repeat these steps if you'd like to sort more than one column of data.   ...

Last updated: September 23rd, 2019 by Reina Gallion

Using Filters in Reports

An easy way to filter out unnecessary data before you run your report is to use the Pre-Filters stage. This stage allows you to select specific processes, request statuses, and form types to report on. If you choose to not select something, it will automatically be filtered out of your report when you run it for the first time. Tip:  Example:  Many ...

Last updated: September 23rd, 2019 by Reina Gallion

Using Formulas in Reports

Formulas offer a powerful way to transform the data in your report. Formulas allow you to perform functions within a report including: Perform mathematical functions on the data in your report Use logical functions to replace data Remove unwanted spaces or shorten text Format a number as currency or a percentage Format dates and time Remove decimal ...

Last updated: April 1st, 2020 by Reina Gallion

Aggregating Data in Reports

After you add groups to your report, you can aggregate data within that group (or of the report as a whole if you are not using groups). This allows you to perform the following functions: Provide a total S um or an Average for any numeric data in the group Provide the Standard Deviation of numeric data in a group Count the number of rows in a group...

Last updated: January 31st, 2018 by Reina Gallion

Crosstabs in Reports

A cross tab is a summary tool for analyzing the data in a report. For example, a crosstab in an evaluation report might look at the score given by each evaluator to each organization/applicant. A crosstab examining awarded grants might sum the amounts awarded by program area and process. Remember to save your changes after building a crosstab. The c...

Last updated: March 3rd, 2020 by Reina Gallion

Charts in Reports

You can add charts to a report by clicking the Chart button and selecting the chart you want to add. The reporting tool offers different types of charts. Each chart type has slightly different settings necessary to configure it. You may need to experiment with chart types and settings to get the results you want. Common charts: Pie charts or bar cha...

Last updated: September 23rd, 2019 by Reina Gallion

How to Build an Evaluation Report

These steps explain how to create a report to summarize evaluation data:  In the Reports & Data Sets tab, click Add New Data Set. Give the Data Set a name and click Create Data Set. Choose the Processes and Request Statuses you’d like to include and click Save Filters. Select the fields you’d like to appear on this report, i.e. Project Name, Org...

Last updated: June 30th, 2020 by Hanna Smith

Working with Data Collected on Evaluation Forms

Whether they are used by one person or many, evaluation forms are a great way to collect information from those who are reviewing LOIs and applications in your system. But working with data collected on evaluation forms can be different from working with other data in the system. Fortunately, GLM offers several ways for you to work with the data you...

Last updated: September 6th, 2017 by Reina Gallion

Creating Weighted Scoring Questions in An Evaluation

There is no exact weighting that can be done within the form itself, but there are other options.  The scoring questions allow you to choose a minimum and a maximum and the range is sequential or in other words, you can't skip numbers. This means you cannot have a scoring question with the options being 2, 4, and 6 but you can have one with the opti...

Last updated: September 9th, 2020 by Hanna Smith

Creating an Overdue Follow Up Report

Follow these steps to build a report that shows any overdue follow ups: 1. Navigate to the Reports and Data Sources page. 2. Click “Add New Data Set” at the top right. 3. After you’ve named your data set and have been taken to the “Choose Pre-filters” page, make sure to select all processes that may include follow ups. Note this may include archived...

Last updated: September 23rd, 2019 by Reina Gallion

Why did I get an error when I try to run a report?

Did you get this error message when you tried to run a report? There are a few things that could be causing the error you experienced in the reporting tool. My suggestion is that you run through these in this order to find the problem. Some of these will keep you from exporting a data set while others will not cause problems until you try to run a r...

Last updated: April 12th, 2018 by Hanna Smith

How do I extract just the year in a report column?

If you want to extract just the year, month, or day from a date column, create a formula   column with the following formulas respectively: Formula : Year([Data Column Name]); Month([Data Column Name]); Day([Data Column Name]) Data Type : Date Display Format : (leave blank)...

Last updated: September 23rd, 2019 by Hanna Smith

Exporting Data from Foundant and Importing it into FIMS

This tutorial will walk you through how to export information from Foundant GLM and import it into FIMS. These instructions are specific for importing into the FIMS Grants Module. Exporting Grants/Scholarships from Foundant and Importing Grants/Scholarships into FIMS - It is best practice to prepare your report after recording your decisions in GLM....

Last updated: November 26th, 2018 by Hanna Smith

Using IIF Statements To Import Your Data Into FIMS

Many GLM users export their data out of GLM into FIMS regularly in order to cut checks and perform other accounting duties.  Some field values differ between GLM and FIMS and therefore can not be imported without manually changing the value in Excel.   For example, in GLM an approved grant’s status can be “Approved, Follow Up Draft, Follow Up Submit...

Last updated: September 13th, 2017 by Reina Gallion

Microsoft Excel 2016 Tutorials

The following link will take you to a page that contains many specific Excel tutorials: Excel Training Below are a few tutorials that you may find helpful: Getting started with Excel Add and edit data Create and format tables Pivot Tables Tips for Mac users in Excel...

Last updated: March 15th, 2017 by Hanna Smith

Create a Canceled Installments Report

If you have canceled installments for requests in GLM/SLM, the steps below will help you run a report to view that information in one place, and to view the remaining installment balance for a process(es).  For a refresher on the basics of building a data set and running a report, refer to the Reports & Data Sets section of the Knowledge Base.  ...

Last updated: January 20th, 2020 by Lauren Neulinger

Include Related Form Data

When building a data set, consider checking the box for Include Related Form Data if you are changing the output to something other than One Row per Request. This allows data from related forms for a request to appear in a report that might not otherwise show that data.  To explain why this is helpful, consider the example of running a report for ap...

Last updated: March 4th, 2020 by Lauren Neulinger

Common Reporting Formulas

The dropdown list when adding a formula to a report contains many useful formulas. Below are some additional commonly used formulas for reference:  Rename values  (for example, if you want to create anonymous labels for evaluators in the report):  IIF([Column] = “Bob”, “Evaluator 1”,IIF([Column] = “Joe”, “Evaluator 2”,IIF([Column] = “Mary”, “Evaluat...

Last updated: April 1st, 2020 by Lauren Neulinger

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